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Royal Palm Beach plans ERP, Copilot and mobile app as part of IT modernization to cut costs and improve services
Summary
Information systems staff proposed an IT plan that trims recurring costs, moves to Microsoft 365 and Copilot for government use, and launches an ERP replacement and citizen mobile app; council supported a cautious, consultant‑led rollout and training for staff and council.
The Village’s information systems director outlined an IT modernization program July 10 that includes a two‑year ERP replacement project, a branded citizen mobile app, migration to Microsoft 365 and adoption of Microsoft Copilot (government variant) for staff productivity and transcription.
The presenter said the IS operating budget is being corrected downward (about a 9.3% reduction from $1.4M to $1.3M) through staff realignment, eliminating underused applications and consolidating services. He described issuing an RFP and selecting a consultant for the ERP procurement and projected discovery starting in September with implementation and full rollout over an approximate two‑year period.
On AI: staff recommended Copilot because the government version limits training of the vendor model on village data; the presentation stressed consultant‑led training and a human‑in‑the‑loop approach to avoid errors. "The reason we’re going to use Copilot is because this is federally approved for government use," the IS presenter said. Council members asked that training include council participants and supported a cautious rollout.
What to watch: staff will present a consultant recommendation to council on July 17 for ERP procurement steps and will continue to refine costs for Copilot licensing, migration to OneDrive (to replace a $9,000 Kiteworks contract) and mobile app options.
